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We have changed the label name from TRS Number to WAAMS Number in the system. Now the Field label will display WAAMS Number (Western Australian Apprenticeship Management).
Applicant Dashboard > Edit AVETMISS Screen
Student Dashboard > Edit AVETMISS Screen
Offer Letter
Applicant Letters and Warnings
Student Letters and Warnings
Certificates Template
Email Template
SMS Template
You now have the ability to look up a student in the system with the Enrolment Number or Application Number from the Main Dashboard > Search Bar.
For Enrolment – When you enter and select the enrolment number in the search bar, the system will directly take you to the Enrolment Dashboard.
For Application – When you enter and select the application number in the search bar, the system will directly take you to the Application Dashboard.
Some key changes made in this update are:
Have you been maintaining and managing your student data this year in preparation for your annual student data submission? In this post we walk through the first two steps of what you need to do in TEAMS.
We highly recommend you start these steps now, as these are critical to future steps where the larger volume of data is and where the biggest list of errors come from.
We have added new checkboxes Refund and Cancel and Transfer and Cancel under the Refund and Transfer screens.
These check boxes will display while creating a refund against a receipt or at the time of transferring the receipted amount. By selecting these options, the system will cancel the related invoice or the partial fee amount from the invoice at the same time.
Based on requests from ASQA to a number of our clients, we have created their template for Enrolment and Completion Data into a new report in the system. You can find this in the Compliance Menu.
Based on the date range you enter, the system will look for all enrolments and any subject where there is a final results with a result date in the date range.
This screen allows you to allocate a subject to multiple enrolments at the same. We have made changes to allow you to also:
Set the Start and End Date for the Subject
Select a Subject that you want to remove/delete from the enrolments that you are going to add a new Subject against.
From the Main Dashboard > Search Bar, you will be able to enter and search on an enrolment or application number. Based on what you search on, you will then be able to open the relevant dashboard.
In the Applicant and Student > AVETMISS entry screens, we have changed the field label name for TRS Number to WAAMS Number. WAAMS (WA Apprenticeship Management System) is specifically for any Western Australian funded client.
Our mission is to build software that helps you do things more efficiently. Your input and engagement are vital in helping us improve our service and offerings for your college. We are always open to listening to your feedback.
Any questions, please feel free to reach out to us. We look forward to serving you to the best of our ability.
Please review the changes and if you would like further clarification, please contact our Support team.
A big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.
Next update is due on Thursday, 15th December 2022
Note: Please alert other team members within your college if the changes outlined above affect their role or department.
Thank you for taking the time to read this post.
Main Dashboard > Search bar
showing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.In the system, there are two distinct methods available for searching for students. The first option is to utilise the Student Search Bar, where you can input either the student’s name or student number. This approach enables you to directly access the Student Dashboard screen with the relevant information.
Alternatively, you can navigate to the Main Dashboard, then proceed to Student Management, and finally select Student Search. This pathway also leads to the Student Dashboard screen, allowing you to search for students by their name or number. These two approaches provide convenient ways to locate and access student records within the system.
IMPORTANT: It is important to note that once an applicant has been converted into a student, any subsequent changes to the student’s information must be made at the student level rather than the applicant level. The applicant level will only provide a view of historical information related to the student’s application process. To update or modify the student’s details, it is necessary to navigate to the student level within the system.
Student Dashboard > Student Profile Tile > AVETMISS Icon
The first thing to know is that AVETMISS stands for the Australian Vocational Education and Training Management Information Statistical Standard. It is the national data standard that ensures consistent and accurate capture and reporting of Vocational Education and Training (VET) information about students.
The below screen allows you to add/edit the AVETMISS information of a student. Some of the fields are very important in the AVETMISS submissions. For example, if you do not select the survey contact status, you will get errors in NCVER submissions. We will recommend you to enter all the AVETMISS fields to avoid compliance issues.
| Column | Explanation |
|---|---|
| Indigenous | All the values defined in the AVETMISS data element definitions: edition 2.3 by NCVER will be shown in this drop-down. Select the appropriate Indigenous status identifier. |
| Last school level completed | All the values defined in the AVETMISS data element definitions: edition 2.3 by NCVER will be shown in this drop-down. Select the appropriate School level identifier |
| School completed in year | Select the year in which the student completed school. |
| Country of Birth | In this field, you will see 4-digit Standard Australian Classification of Countries code validated by NCVER. Select the appropriate country. |
| Language spoken at home | This field uniquely identifies the main language other than English spoken at home by the student. All the valid 4-digit Australian Standard Classification of Languages codes will be shown in the drop-down. |
| Client Identifier | Client identifier is assigned by the training organisation. This will usually be the student’s ‘student number’. Note – Unique Student Identifier (USI) codes are not to be assigned to the client as the Client identifier and Client identifier must not contain spaces. |
| Learning Unique Identifier | It is a 10 digit learner unique identifier number used to log in to the learning account of the student. |
| Training Location | It is a dropdown field where you can select the training location of the student. |
| School Year | Enter the school year of the student |
| WAAMS Number | This is a Western Australian Apprenticeship Management System number used as a training contract identifier for WA state. This should be in uppercase. |
| Survey Contact Status | Survey contact status identifies reasons to exclude excludes from the Student Outcomes Survey and other communications. |
| Is the student registered or intending to register in an apprenticeship or traineeship for this qualification in NSW? | Tick this if applicable |
| List any Australian courses completed | This is a note box. You can enter the list of all the courses here. To save the entered data kindly click again on the notes box. |
| AVETMISS Address | |
|---|---|
| Address Postal Delivery Box | Postal delivery code can be added in this field. |
| Building/Property Name | Auto populated field |
| Flat/Unit Details | Auto populated field |
| Street Number | Auto populated field |
| Street Name | Auto populated field |
| AVETMISS Suburb | Auto populated field |
| State | Auto populated field |
| Post Code | Auto populated field |
| Country | Auto populated field |
Main Dashboard > Alerts – CRICOS Tile > Active Interventions
The active intervention alert will show you the count of students who have an Active Intervention linked to their enrolment. It will not matter what the start date of the intervention was, it will just count it because there is no intervention outcome against it that would consider it completed.
Rules: if you have an active intervention, no matter the commencement date of the intervention, it will show in the tile count and list screen. The only way to stop an intervention from being considered active is to set an intervention outcome against it.
When you are in the list screen for this count you can change the dates there to see all the interventions that have a commencement date within a specific date range.
The screen is divided into two sections
To open this screen, you would have selected the count hyperlink for Active Intervention. Based on what you have selected, the system will open the screen and populate the information in this section. It will show the start date and end date of the Active Intervention. You can change the dates and select the Apply button for the system to refresh the list for you.
Select the Burger icon to learn more about how it works 
Notes: If the intervention has an outcome and the outcome date from which you are searching in the filters is outside of that date range, then that intervention will not be there. And if the outcome is after the date range, it is considered active.
The system will show you a summary of information for each enrolment that has Active Interventions. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
IMPORTANT: If you open an enrolment there would be an intervention either active or completed. If there is an intervention status that means the intervention is still open and that is the date system looks for while you search in the filters.
Dashboard > Alerts – CRICOS > CoE Expired
This screen will show you the count of those enrolments that have CoE dates linked to them where the CoE end date is in the past. The system counts this by looking at today’s date and finding any CoE end date less than today’s date to do the count and list the enrolments.
The screen is divided into two sections
To open this screen, you would have selected the count hyperlink for the CoE Expired alert. Based on what you have selected, the system will open the screen and populate the information in this section. It will show the start date and end date of the CoE and you will also see Total CoEs expiring/expired and Warning overall CoEs Expired.
The system will show you a summary of information for each enrolment whose CoE is expired. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
Select the Burger icon to learn more about how it works
Main Dashboard > Alerts – CRICOS > CoE Expiring (next 30 days)
This screen will show you a list of enrolments that have a CoE linked to them where the CoE end date is expiring in the next 30 days. To do this the system looks at today’s date and what calendar month it is and then goes and looks for any CoE linked to an enrolment where the CoE end date is within today’s date + 30 days and then counts them in the tile. When you then select that number as the link to open this screen it gives you the list of all the enrolments that match this count.
The screen is divided into two sections
The system will display the start date and end date of the CoE expiry period it used to show the count.
Select the Calendar icon to learn more about how it works
The system will show you a summary of information for each enrolment whose CoE expires in next 30 days. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
Dashboard > Alerts – CRICOS Tile
This tile will show you all the alerts related to specific CRICOS/ESOS specific compliance requirements for the CoE’s, Intervention and Agents.
Main Dashboard > Short Program Tile > Short Program Listing screen
In this listing screen, we are showing the list of all the students who are enrolled in short programs. This list will show you the records according to the date range selected in the Short Program Tile on the dashboard.
For example, if you select This Month from the calendar dropdown in the Short Program Tile it will show you a list of all the students who have an enrolment; where the enrolment start and/or end dates falls within This Month.
If you want to get an actual total number of students in your college for This Month, you would set this calendar option in the Short Program tile as well as in the Continuing, Starters and Finishers tiles. If you then look at the totals for all four tiles and add them together, that will then be the total of all your students expected to be in your college This Month.
Important: This count is only relevant if you are using Short Programs in the system, if you don’t use them then your total student count in the college is only Continuing, Starters and Finishers counts total.
This screen is divided into two sections.
1) Filters/Parameters
2) Listing Grid
To open this screen, you would have selected the link for a specific program code or at the bottom of the Short Program Tile you would have selected the link for the total number count. Based on what you selected the system will open the screen and populate the information in this section. For example, it will show you the start and end dates that were used in the tile as well as the program/s that were displayed or selected in the tile.
For an explanation on each filter and how the system will use it, please click here for more information.
The system will show you a summary of information for each continuing student enrolment that they are currently studying. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
Select the Burger icon to learn more about how it works
There are a few columns in this grid that do need some explanation, those columns are as follows:
This allows you to see, for each student in the grid, if they have a future enrolment to commence after the current one or if prior to their current enrolment had they completed a previous one with you. If it is a previous enrolment you will see that program code to the left of the / and if it is a future enrolment you will see the program code to the right of the /. Where the student has no previous or future enrolments, only the current enrolment, then you would only see the / in the column for that student.
This gives you a count of the total Subjects or UoS linked to the enrolment and how many have a successful result. The total count linked to the enrolment is on the right hand side of the / in the column and the total successful result count is on the left of it.
